Internship Resignation Letter Samples | How to Quit (Tips)

A resignation letter for an internship is a formal document written by an intern to their employer as notice of their intent to resign from their assigned internship position before the agreed-upon last day of work.

An internship is ordinarily a positive addition to your professional experience portfolio. While you should always try to make the most of the opportunity, sometimes the situation may not suit you for varying reasons, such as impromptu personal issues that interrupt your commitment to it.

In such a case, you should consider discussing it with your employer or supervisor and letting them know your decision. A formal meeting is recommended in this case. After the meeting, you can proceed to craft this letter conveying your reason(s) for vacating your position in the organization and hand it over for official record. 

Submitting a letter declaring your intention to resign from an internship is considered the proper protocol in most if not all, professions. This is regardless of the associated reasons for resignation – whether good or bad. Now that you’ve decided to resign from your post as an intern, how do you go about it? This article is a guide on how to prepare when quitting your internship professionally.

Free Templates

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Why You May Need It

You are allowed to resign from your internship position for any reason you deem worth resigning for. Consequently, there are plenty of reasons that may prompt you to write it in any such situation.

You can resign in the following instances:

For a better employment opportunity

Sometimes a more suitable employment opportunity may arise during an internship period. You can choose to resign from your internship to pursue that opportunity. It is advisable to ensure that you are guaranteed employment from the other employer before resigning. 

Due to personal issues

It is common for interns to resign due to personal issues that affect their performance at work or jeopardize their commitment to the internship. For example, you can be relocating to a different location; in such a case, it would be wise to resign formally through a letter rather than exiting without communicating.

You have to go back to school earlier than expected

Another reason why interns often resign from an internship is the resumption of studies earlier than anticipated. While an internship is important, it is advisable to prioritize your studies.

To secure a reference/recommendation in the future

One of the most important reasons for writing a letter is to maintain a professional relationship with your employer or supervisor. This is because you may need their recommendations in the future and this letter ensures you leave the organization with honor.

Note that, even if you do not intend to benefit from the supervisor or employer for reference but want to include the internship in your resume, they can still be contacted to verify your claims. Professionally leaving the organization is a good way of ensuring you leave them with a positive impression, which will often translate to positive feedback when they recommend you or verify your claims.

Writing a Resignation Letter for Internship

Writing this letter is a step-by-step process that you should adhere to. While the decision to quit may be difficult to make, writing it can be much simpler if you follow the steps discussed below:

Step 1: Address the letter

You should start by addressing the letter appropriately. Often, to whom you address the letter will be dependent on the situation. Your direct supervisor is commonly the relevant person for this purpose. However, you may be told to address the letter to the manager or the HR department in other cases. You should ensure you capture their official name, designation, and address correctly.

Step 2: Include the subject line

The next step in writing the letter is to add an informative subject line. The subject line doesn’t have to be too long or too detailed. A simple statement such as “Resignation Letter for [Your name]” will usually be enough.

Step 3: Write salutation

The subject line should be followed by a formal salutation. A salutation formatted as follows would be appropriate – Dear Mr./Ms./Mrs. [recipient’s last name]. You can also include appropriate professional titles, such as Dr. or Eng.

Step 4: Write a statement of intent

After the salutation, you should state your intention to resign in the letter. Avoid including a lot of unnecessary details. The statement can be one sentence long. This section lets the recipient know the letter’s purpose and what to expect as they read it.

Step 5: Briefly introduce yourself and your position 

Afterward, you can introduce yourself by providing your name and the respective position you held at the organization. It is essential to introduce yourself if you are addressing the letter to the manager or the HR department, whom you have not interacted before.

Step 6: State the date of your last day on the job

After introducing yourself, you can state your last day of work. Make sure that you specify the day, month, and year. As a general rule, resigning with a two-week notice period or rather ample notice is recommended, especially if you are holding a vital position in the company. This gives the organization enough time to recruit a replacement.

Step 7: Give your reason(s) for leaving the internship program

Next, the letter should mention your reason(s) for resigning from the internship program. Again, you are not required to get into detail. A brief and conclusive explanation will typically be sufficient.

Step 8: Express gratitude to your employer for hiring you

You should then write an appreciation statement expressing your gratitude for being offered an internship in their organization. It is courteous to thank the employers for providing you with an opportunity to work under their supervision. Also, you can mention specific benefits, lessons, or experiences you are grateful for.

Step 9: Offer to help with the transition

The next step is to offer assistance with the transition. While this is usually optional, it is advisable to offer any help, especially if you hold a senior or primary position in the organization. In this section, you can also mention handing in status reports, equipment, or files that are necessary for the continuation of functions in your respective position. You can also share good thoughts for the company in this section. 

Step 10: Share your contact information

Next, you should provide your contact information in case your supervisor or the managerial staff wants to contact you in the future. You can provide an email address or a phone number.

Step 11: Sign off

You can conclude by offering a complimentary close and signing the document. You can then print two copies. Submit one copy to your supervisor and keep the other copy.

Sample Letters

The sample and email example provided below can help you personalize your letter before sending it to the employer:

Special Considerations

When writing it, you want to convey the message clearly and professionally. To enrich the quality of your letter, you can consider the writing tips discussed below:

Keep it professional 

The letter should portray a high level of professionalism. This can be achieved by using a formal business format, a professional tone, and being direct to the point. Also, it should be error-free, and consider handing in the letter in person.

Be gracious

You should be polite when resigning, regardless of the circumstances leading to your decision to quit. Therefore, always include an appreciation statement. The recipient might end up being a valuable reference in the future or might be on an interviewing committee in another organization. It is therefore advisable not to leave on bad terms.

Be concise

It should be brief. Do not include more details than necessary. It might be tempting to over-explain the reason you’re quitting. However, you should refrain from doing so and be direct and to the point. At most, the letter should be one page long.

Write a positive letter

You should maintain a positive tone throughout the letter. It is not an opportunity to vent about the different issues in the organization or personal grudges with the supervisor or colleagues.

Use sample letters for guidance 

Always review samples before writing your letter. Sample letters can be helpful guides on what to include and how to organize your document. You can learn proper phrasing tips.

Final Thoughts

As an intern, you are not limited to specific reasons for resigning. You can resign whenever you feel the opportunity is not aligned with your goals or you cannot perform your duties to the expected standard. However, regardless of the reason, whether minor or major, it is advisable to always resign through a resignation letter for an internship. You should craft it in a business format, and preferably, it should be submitted in person. To simplify the writing process, you can use a template to prepare it.

About This Article

Authored by:

William Lehr

Human Resources Specialist, MS Office Expert

William Lehr combines a profound understanding of human resources with a certified expertise in Microsoft Office, making him a dual asset in any professional setting. With a keen insight into the intricacies of HR, William adeptly manages talent acquisition, employee relations, and organizational development. His Microsoft Office proficiency further amplifies his effectiveness, allowing him to design and implement seamless workflows, reports, and analytical tools. Whether it's optimizing HR processes or crafting efficient MS Office solutions, William's comprehensive skill set ensures that organizational objectives are met with precision and excellence.